Purchasing Manager

Position open until September 17, 2026.

About the role

Under the general direction of the Finance Director, performs duties necessary to support the Finance Department in the preparation and implementation of fiscal policies and procedures, and reporting methods and analysis for the development, implementation, and tracking of budget, accounting, grants, debt, utility billing, and other financial operations of the City.

Major functions include independent thinking, solicitation scope of work development, complex pricing analysis, complex project management, time management, vendor and internal customer relations, and contract management. Implementation and management of procurement policies and procedures through continuous training of Directors, Managers, and fiscal staff.

Responsibilities

• Administer contracts including solicitation compliance, modification documentation, and renewal within guidelines established by the City Purchasing Policy.
• Determine and recommend proper use of standard terms and conditions per Florida Statutes and Regulatory requirements.
• Provide recommendations for contract approval to the Finance Director and City Manager.
• Assist in the preparation, interpretation, and implementation of commercial contract terms and conditions.
• Oversee and ensure compliance for contract and grant management, including Federal and State funding such as FEMA, SWFMD, and CDBG.
• Assist with special projects requiring scheduling of outside consultants, presentations, and arranging meeting rooms and interviews within departments.
• Prepare financial reports, conduct research, perform audits, track revenue, expenditure, and asset allocation, and analyze trends and data.
• Plan, develop, implement, and track the annual budget for capital or contractual solicitations.
• Assist Department Heads in budget preparation, forecasting, research, writing specifications, and purchasing procedures.
• Solicit bids, conduct pre-bid conferences, hold public bid openings, evaluate results, and award orders to the most responsive bidder.
• Determine items purchasable from existing contracts, including those from other government agencies per Competitive Consultants Negotiation Acts (CCNA).
• Act as liaison with vendors and Utility/City departments related to procurement.
• Prepare correspondence concerning quotations, bids, and other communications for City departments and City Commission.
• Assist in determining methods and procedures for handling emergency purchases critical to City operations.
• Develop cost-saving analysis and process improvement recommendations for management consideration.
• Support the Finance Director in purchasing activities and debt administration, including contract review, RFP/RFQ preparation, and communication with contractors.
• Train vendors on submitting responsive solicitations and train Fiscal Managers, Division Directors, and Managers on creating scopes of work, specifications, and bid sheets.
• Provide training on understanding and managing contracts, including specifics of construction general conditions.
• Offer contractor/vendor performance evaluation training and support.
• Assist county divisions' staff with developing and preparing contractor/vendor complaint forms.
• Proactively inform the Finance Director of areas of concern.
• Perform additional duties as assigned.

Requirements

• Bachelor’s Degree in Finance, Accounting, Public Administration, or a related field from an accredited educational institution.
• Seven (7) years of management work-related experience in Accounting, Finance, Public Administration, Business, or a related field.
• Five (5) years of supervisory experience preferred.
• Government work-related experience required.
• Certified Government Finance Officer or Certified Public Accountant required.
• Ability to read and interpret letters, memos, contracts, professional literature, spreadsheets, and other job-related analysis.
• Ability to write letters, memos, and contracts.
• Ability to develop computer models for cost analysis and compose financial and budgetary reports.
• Substantial independent judgment and decision-making ability.
• Ability to monitor and assess operations, workload, projects, and staff performance.
• Excellent oral and written communication skills.
• Competency in Microsoft Excel and Word software.
• Ability to research, compile, and analyze data, then present findings to the City Commission and City Manager.
• Ability to learn and remain up-to-date on Federal, State, and City regulations, best practices, and policies.
• Ability to establish and maintain effective working relationships with employees, government representatives, contractors, partners, consultants, vendors, the media, and the general public.
• Valid Florida Class E driver’s license.
• Must pass pre-employment testing, background, and credit checks.

Other Requirements

• This position may be required to report for work when a declaration of emergency has been declared in Polk County.